Privacy Policy

We take the protection of your personal information seriously

Bidroom B.V., Organiser of I Meet Hotel conferences,

Keizersgracht 241, 1016 EA Amsterdam, The Netherlands,

EMAIL: TELEPHONE; +31 (0)20 808 1338

(“Bidroom”, “we” or “us”) are committed to protect and respect your privacy. We also want you to understand that we need certain information to deliver you the best services and make your booking process run smoothly. Please make sure you know our privacy policy before you agree to our terms and conditions. We will notify you in the case of any changes in our privacy policy. 


1.1 This policy together with the General Terms of Service apply to your use of our website (the “Site”)

1.2 This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed and used by us.

1.3 Controller 
We are the data controller responsible for your personal data.

1.4 Data Protection Officer 
We have appointed Marcin Wesolowski as data protection officer (“DPO”). He has several important responsibilities, including:

  • monitoring Bidroom’s compliance with the GDPR and other data protection laws
  • raising awareness of data protection issues
  • training of Bidroom staff
  • conducting internal audits

If you have any questions about this privacy notice, including any request to exercise your legal rights, please contact Marcin at or at TELEPHONE: +31 (0)20 808 1338 or at Bidroom B.V., Keizersgracht 241, 1016 EA Amsterdam, The Netherlands.

1.5 Complaint 
You have the right to file a complaint at any time to the relevant supervisory authorities for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach third parties so please contact us in the first instance.

1.6 How we handle your personal data

  • We always do our utmost to keep your data safe and private
  • We never sell your data
  • We allow you to manage and review your marketing choices at any time

In general, you should be aware that providing personal data over the internet or otherwise can never be guaranteed as being completely safe.


2.1 We use cookies to distinguish you from other users of the Site. This helps us to provide you with a good experience when you use the Site and allows us to improve our Site.

2.2 Bidroom uses cookies and other technologies such as web beacons and pixel tags to help us improve your user experience when it comes to searching for hotels and booking your stay. Among other things, we use these cookies to save your preferences, remember when you are on our website and track your activity.

2.3 If you do not want to use cookies, you can personally change the settings in your Internet browser. Keep in mind, however, that we will not be able to provide you with the optimum service, if you disable cookies tracking.


3.1 We will collect and process data about you (Submitted information via Eventbrite registration). This information is submitted by you in process of registration for an I Meet Hotel event.

  • User IP address
  • Name
  • Email
  • Phone number

3.2 Externally, secured services (for example Eventbrite) are responsible for storing your credit card details and billing address

3.3 We collect this information during signing up to an event via Eventbrite or other services connected to


4.1 Below is a summary of the key types of data that we make use of as part of the I Meet Hotel events:

  • User IP address
  • Name
  • Email
  • Phone number
  • Place of work

4.2 The above data is used to allow us to communicate with you about our events organized as I Meet Hotel.


5.1 We may use your personal data (such as your Submitted Information or Location Information) to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services, destinations or offers may be relevant for you.

5.2 You will receive marketing communications from us if you have signed up to events via event booking platform, such as, Eventbrite.

5.3 We always ensure that a lawful basis exists for all the personal data we process. Our processing of your personal data will be legitimized as follows: where the processing is necessary for the purposes of our legitimate interests, such processing will be made in accordance with GDPR Article 6(1) lit. (f), for example to detect fraud or share information (such as on upcoming promotional offers) that we think may be of interest to you. Whenever we require your consent for the processing of your personal data such processing will be justified pursuant to Article 6(1) lit. (a) of the GDPR. This article in the GDPR describes when processing can be done lawfully.

5.4 We will obtain your express opt-in consent before we share your personal data with any company outside Bidroom and I Meet Hotel for marketing or promotional purposes.


You can ask us or third parties to stop sending you marketing messages at any time by selecting the “Unsubscribe” button at the bottom of any email you received from Eventbrite or Mailchimp.


You have rights under data protection laws in relation to your personal data. Please see below to find out more about these rights.

You have the right to:

7.1. Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you. If you require this, then please reach out to us via:

7.2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. If you require this, then please reach out to us via:

7.3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no legitimate reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.

Note, however, that we may not always be able to comply with your request of erasure for specific legal or practical reasons which will be notified to you, if applicable, at the time of your request.

7.4. Request the transfer of your personal data to you or to a third party. We will provide to you your personal data in a structured, commonly used, machine-readable format, which you can then transfer to an applicable third party. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. If you require this, then please reach out to us via:

7.5 Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent (or of course where your consent is not the legal basis for our processing of your personal data). If you withdraw your consent, we may not be able to provide the Bidroom services and event attendence. We will advise you if this is the case at the time you withdraw your consent.

7.6 What we may need from you? 
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

7.7 Time limit to respond 
We try to respond to all legitimate requests within two weeks. Occasionally it may take us longer if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

7.8 What if you fail to provide personal data 
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (Bidroom membership). In this case, we may have to cancel your use of Bidroom and our service, but we will notify you if this is the case at the time.


10.1 Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.


All questions relating to data and your privacy are welcomed and should be addressed to our support team at or at TELEPHONE: +31 (0)20 808 1338 or at Bidroom B.V., Keizersgracht 241, 1016 EA Amsterdam, The Netherlands.

If you have any questions, comments or requests regarding privacy policy please contact us at

This privacy policy applies from 1st of March 2019 in compliance with GDPR laws.